Introduction
Zoom Rooms are a cost-effective, high-quality videoconferencing solution that can be used for business purposes and teaching and learning. Departments can design and set up Zoom video conferencing rooms. Or, Technology-enhanced Learning and Online Strategies (TLOS) offers a complete video conferencing solution from consultation to equipment ordering and installation. If you want to design or re-design a custom video conferencing room, huddle space, or virtual classroom, TLOS will tailor support to your department's needs.
All Zoom Room video conferencing rooms include:
Custom video conferencing rooms can include:
- Remote-control cameras
- Precision microphones
- Lapel microphones
- Multiple wall-mounted monitors with custom display settings for speaker, audience, and presentation content
- White board camera
- Touch screen display
- Room control systems
Contents
Instructions
Services
TLOS will provide departments with as little or as much help as they need, from providing a list of compatible hardware to equipment ordering, installation, and ongoing maintenance and support.
Here are the general steps for requesting and setting up a Zoom Room:
- Use Video Conferencing Room - Consultations, Design, and Installation to request a free consultation with TLOS technicians.
- Discuss the specific needs for the room.
- Tour the room with TLOS technicians.
- Discuss if your department would like to order and install your Zoom Room hardware or have TLOS do it for you.
- Departments are responsible for the cost of hardware.
- Set up a Calendar (optional) for people to schedule the room.
- Purchase and install hardware (department or TLOS).
- Use Video Conferencing - Order Zoom Room License to order a Zoom Room license.
- You'll need a departmental billing contact and fund number.
- Once the approvals are in place for your license, TLOS will configure the Zoom Room software and calendar.
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Setting Up a Calendar
If you want to schedule the room and the room's videoconference connections, you need to link the Zoom Room software to a unique, dedicated online calendar on Microsoft Exchange. Search for and find out if the conference room has a calendar on the Microsoft Global Address List (GAL).
- Install Microsoft Outlook and Configure Microsoft Outlook to Connect to the Virginia Tech Exchange Server (if you haven't already).
- Go to the Calendar tab and click New Appointment.
- Click Appointment and then, next to Location, click Rooms…
- From the Address Book dropdown, choose Global Address List (GAL).
- Search for your room on that list. If it's there, note the room's E-mail Address.
- If it's not there, you need to request that Identity Management Customer Support (IMCS) register your conference room as a "resource" room on the GAL.
- Submit an Exchange Resource Calendars request to create a new exchange resource account. On the request, write that you'd like to add the room to the Global Address List (GAL) as a resource room. Include the room building and number and your department.
- Once the room is in the GAL, note its email address.
- Grant TLOS' service account 'zoomroom-mgr@vt.edu' read-write access to your resource calendar.
- Contact TLOS to set up the calendar integration with your Zoom Room.
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Purchasing Hardware
We recommend you use Video Conferencing Room - Consultations, Design, and Installation to set up a consultation to discuss your specific needs.
See also:
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Meeting Hosts and Recordings
The person who schedules a meeting in a Zoom Room is the Host of the meeting.
Zoom Room videoconferences can be recorded. Recording can be set up during scheduling or during the meeting. Recordings are saved in Zoom for 90 days. Recordings are copied to Kaltura within one day of the meeting and saved there indefinitely.
If you schedule a recording
The person who schedules a meeting in a Zoom Room will be the host in Zoom and will own meeting recordings in both Zoom and Kaltura.
If you're scheduling a meeting for someone else, you need to get them to delegate to you scheduling permission in Zoom. That way, you can schedule the room on their behalf so they're host and the recording owner.
If you record by tapping Record on the Zoom control panel
If you don't schedule a recording, you can tap the Record button on the Zoom Control Panel to start ad-hoc recording. We don't recommend recording this way, because:
- The ad-hoc recording will appear in the Zoom Room's account in Kaltura, not the meeting host's account.
- A Zoom administrator will need to log into Kaltura, locate the Zoom Room account, and change the recording owner to the Host. To request this, go to the 4Help portal, log in, and click Get Help. We will need the Zoom Room, date and time of the recording, and the email of the Zoom Meeting host.
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Getting Help
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